Shared Mailboxes

Service Overview

A Shared Mailbox is a mailbox that multiple users can access and manage using their own Microsoft 365 accounts. Any changes made by one user, such as reading, deleting, categorizing, or replying to messages, are visible to all other users with access. This helps teams collaborate efficiently and maintain a consistent view of communications.

Shared mailboxes are commonly used for departmental, team, project, or service-related email addresses. They provide a professional, public-facing email address and help ensure continuity when team members change roles, change responsibilities, or are unavailable.

Shared mailboxes can also contain folders and subfolders that authorized users can use to organize email content. All folders and subfolders within a shared mailbox inherit the same permissions as the mailbox itself. Different permissions cannot be assigned to individual folders or subfolders.

Available To

Staff and Faculty

Getting Started

To request a new shared mailbox or access to an existing shared mailbox, Please submit a ticket through the IT Service Desk.

Please note:

• Manager approval may be required for certain requests.
• When requesting access for another user, specify whether Full Access and/or Send As permissions are required.
• Once access has been granted, refer to the user guides for instructions on accessing the shared mailbox:
  Add a Shared Mailbox in Outlook 365 - Windows

  Instruction found here: Article - How to Access and Use a Sha...

  Add a Shared Mailbox in Outlook 365 - Mac

  Instructions found here: Article - How to Add a Shared Mailbox...

  Add a Shared Mailbox in Outlook Web App (OWA)

  Instruction found here. Article - Open another users mailbox ...

  Add a Shared Mailbox from iOS/Android Phones

  Instruction found here: Add a shared mailbox to Outlook mobile | Microsoft Support

Permission Levels

You can use the following permissions with a shared mailbox.

• Full Access: The Full Access permission lets a user log into the shared mailbox and act as the owner of that mailbox. While logged in, the user can create calendar items; read, view, delete, and change email messages; create tasks and calendar contacts. However, a user with Full Access permission can't send email from the shared mailbox unless they also have Send As or Send on Behalf permission.

• Send As: The Send As permission allows a user to send email as the shared mailbox. Messages sent using this permission appear to recipients as if they were sent directly from the shared mailbox rather than an individual user.